Sales Quotations

A sales quotation is a formal offer to a client, with the products or services that you propose, their quantities, their prices and your terms. It binds nobody until the client accepts it, so you can negotiate on it before you write a sales order. Use this page if you prepare offers or follow them up.

Creating a Quotation

To create a new sales quotation:

1. Go to Sales > Quotations in the sidebar.
2. Click New. A new quotation page opens.
3. Fill in the quotation’s details:
   • Quotation number opens on the next number of the series, such as QT-2026-000042. You can type your own, but you cannot change it after you save.
   • Client is who the offer is for. The list offers active clients and prospects.
   • Quotation date is the date that the client reads on the offer. It opens on today.
   • Valid until is the last day that the prices hold. It opens on the quotation date plus your quotation validity, and it follows the quotation date until you pick a day yourself. A draft can leave it empty, but the quotation needs it before it moves to Sent. It cannot come before the quotation date.
   • Currency is the currency of every amount on the quotation. It opens on your organization’s currency, and it changes to the client’s own currency if the client has one.
   • Price list is optional. If you pick one and leave a product’s Unit price at 0, Beelocity takes the price from the list. If the list has no price for the product, Beelocity uses the product’s base price. If you pick no list, the line stays at 0 until you type a price. A price above zero that you type always wins. To give a product away, type a Discount % of 100.
   • Payment terms are the terms that you propose. This field is optional, and it opens on the client’s own terms.
   • Notes are for the client, because they print on the quotation. Use them for terms, conditions or comments.
   • Internal notes are for your team only. Beelocity never prints them.
4. Press Add above the Lines, beside the form. Beelocity saves the quotation as Draft with its number, and its first line opens (Adding lines before you save). To add the lines later, click Save instead. Beelocity saves the quotation as Draft, and you land on its page.

Set how long your quotations hold

Most businesses hold every quotation for the same number of days. Say it once, and each new quotation opens Valid until for you:

1. Open Sales > Setup in the sidebar, and its Quotation rules tab.
2. Click Edit, and type Quotation validity, in days, from 1 to 365.
3. Click Save.

A business that never sets it holds its quotations for 30 days. Quotations that you already saved keep their date.

Managing Quotation Lines

Add the items that you offer the client:

1. The quotation’s details are on the left of the page, and its Lines are beside them on the right. This is the layout from the moment you click New. A saved quotation opens the same way when you click its number in the list.
2. Click Add for each item, then double-click a cell to edit it:
   • Product is an item from your catalogue. Leave it empty for a free-text line, such as a service or a one-off charge.
   • Description is the wording that the client reads on the printed quotation. Every line needs one. If you leave it empty on a line with a product, Beelocity fills in the product’s name in the client’s language.
   • Quantity is how much you offer, counted in the line’s unit.
   • Unit is one of the product’s active units, such as piece or kg, as its Units tab lists them. A product with no active unit takes any unit (Units of Measure).
   • Unit price is the price of one unit.
   • Tax % is the tax rate of the line. It is optional.
   • Discount % is the discount on the line. It is optional.
3. Beelocity works out each line’s discount, tax and total. It uses the quantity, the unit price, the tax rate and the discount. It rounds each one to the centime, and the quotation’s total is the sum of its lines.
4. You can add, edit or remove lines while the quotation is Draft. After that, the lines are fixed.

Quotation Lifecycle

Open a quotation, and its road runs along the top of its page, beside the tabs: Draft → Sent → Accepted → Converted. The steps already passed are ticked, and the step that the quotation is at is in bold. The next step is a button if you make that move yourself. Click it and confirm.

Rest on a step to see when the quotation reached it and who moved it there. Draft says when the quotation was created. While the offer is out, Sent says the date that it expires.

A quotation can leave the road as Rejected, Expired, Cancelled or Revised. That status then hangs off the step that the quotation left from, and the rest of the road is greyed out.

A Sales clerk can write a quotation and change it while it is Draft. Moving it along the road or converting it needs a Sales manager or the owner of your organization. A Sales clerk sees the road with no button, so ask one of them to make the move.

Sending a Quotation

Beelocity does not send a quotation to the client. You give it to the client yourself. Move it to Sent first, so that the copy you give is the final one.

When your quotation is ready:

1. Check that the quotation has at least one line and a Valid until date. Beelocity refuses the move without them.
2. Click Sent, the next step on the road at the top of the quotation’s page, and confirm.
3. Open More actions and choose Download quotation. Beelocity keeps this copy, and it never changes.
4. Give the file to the client by email, on paper or by hand.

The quotation is now locked, so you can no longer change its details or its lines.

Click the step that the quotation is at, and the list of moves opens instead. It lists each status that the quotation can move to from here. Click one and confirm. A status that sets itself is not in the list.

Note: The move to Sent only records what you did. Beelocity sends no email, and it tells the client nothing.

Accepting and Rejecting

When a client answers a quotation that you sent:

• Accepted records that the client agreed to the terms. Click it, the next step on the road, and confirm. You can then convert the quotation into a sales order.
• Rejected records that the client turned the offer down. Click the Sent step to open the list of moves, pick Rejected and confirm.

Beelocity asks for no reason when you reject a quotation. You also cannot add a note afterwards, because a quotation changes only while it is Draft.

Another program connected to Beelocity can record a rejection with a reason. The quotation then shows that reason under Why it was rejected, in its General section. Only your team sees it, and Beelocity never prints it on the quotation.

Expiry

Expired is an automatic status. You never set it yourself, so it is not in the list of moves. The offer holds through its Valid until day, and Beelocity applies that date in two ways:

• Every hour, Beelocity moves each sent quotation past its Valid until date to Expired. So your list stays true, and nobody has to open the documents.
• If you try to accept a quotation after its last valid day, Beelocity refuses and moves it to Expired at once.

You cannot revise an expired quotation, so write a new one to offer new terms. An accepted quotation does not expire, and you can convert it after its last valid day.

Revising a Quotation

If a client asks for changes to a quotation that you sent, such as a lower price or other quantities:

1. Click the Sent step at the top of the quotation’s page to open the list of moves. Pick Revised and confirm.
2. Beelocity creates a new quotation as Draft, with every detail and line copied from the original. It keeps the original’s dates, so check Valid until.
3. Beelocity numbers the new quotation from the old one, such as QT-2026-000042-R1. A revision of that quotation reads QT-2026-000042-R1-R2.
4. Beelocity moves the original to Revised, and you can do nothing more with it.
5. You land on the new revision. Edit it, then send it as you sent the first one.

Each earlier quotation stays on file under its own number, so you can always see how a negotiation went. A revision’s Replaces row links to the quotation it replaced, and that quotation’s Replaced by row links back to the revision. A converted quotation’s Converted to row links to its sales order.

Converting to a Sales Order

After a client accepts a quotation:

1. Click Converted, the next step on the road. You can also choose Convert to sales order in More actions, the three dots at the top of the page.
2. Beelocity fills in the Order number, and you can change it. Warehouse opens on your default warehouse, or on your only one. Pick another if the goods leave from elsewhere, then click Convert.
3. Beelocity creates a new sales order as Draft. It copies all the quotation’s lines, its prices, its payment terms and its notes.
4. The quotation moves to Converted, and you can no longer change it.

You can convert a quotation once, and this is its last step. The new order is a draft, so it binds nobody until you confirm it. You land on the new order, and a message names its number, so you can confirm it at once.

Beelocity does not fill in the order’s addresses or its Requested delivery date. So open the draft order and add them if you need them.

If the client is still a prospect, Beelocity refuses the conversion, because only an active client can place an order. Check the client’s status on their page, then convert the quotation again.

Cancelling a Quotation

You can cancel a quotation while it is Draft or Sent. Click the step that it is at to open the list of moves, pick Cancelled and confirm. You can do nothing more with it after that. Use this if an offer no longer applies or if you wrote it by mistake.

Deleting a Quotation

You can delete a quotation only while it is Draft. Open More actions and choose Delete. A Sales clerk does not see Delete.

After a quotation leaves Draft, it is part of your records and nobody can delete it. While it is Sent, you can move it to Cancelled instead.

Finding a Quotation

The Sales quotations list searches by number. Its filter button narrows the list by Status, Client, Currency, a Quotation date or Valid until range, a Total amount range or Active. To see the offers about to lapse, pick Sent under Status, and end the Valid until range a few days from today. See Working with lists.

Viewing Quotation Details

Click a quotation’s number in the list to open its page. The page shows the details, the totals and the notes, with the lines beside them. Revision says how many times you have revised the offer.

Tips

• Let Beelocity number your quotations. Each new quotation opens on the next number of the series, so your numbers stay easy to find and to quote.
• Set a realistic validity date. Give the client enough time to read the offer, but not so much time that your prices or your stock may change.
• Write internal notes while the quotation is a draft. Record what your team should know and the client should not see, such as a special arrangement. You cannot change them after Sent.
• Check everything before you move a quotation to Sent. After that, only a revision can change it. So check the lines, the prices and the terms first.